STUDY MATERIAL MANAGEMENT SYSTEM

ACKNOWLEDGEMENT
We thank Dr. Mukta Ranjan Singha, Associate Professor & HOD, Mr. Arindom Ain,
Assistant Professor, Mr. Rajashri Paul, Assistant Professor & System Analyst, Mr. Jeetumoni
Barman, Assistant Professor, Dr. Arnab Kumar Das, Assistant Professor, Mr. Pranjal Das,
Assistant Professor, Department of Computer Application, GCU, for their constant support
and encouragement given throughout the development of the project. We take this
opportunity to specially extend our gratitude to our Project Guide, Mr. Rajashri Paul,
Assistant Professor, Department of Computer Application, GIMT. Last but not the least, our
sincere thanks to our parents, family and friends for their continuous support, inspiration, and
encouragement without which this project would not have been successful.

Signatures

Ankit Singh
MCA 3rd Semester
Roll Number: 220320043004

Jahnabjyoti Bordoloi
MCA 3rd Semester
Roll Number: 220320043017

Department Of Computer Applications

GIMT, Guwahati

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TABLE OF CONTENTS
Sl. No. Contents Page No.
1. Introduction
7
I. Objectives

2. Preliminary System Analysis and Planning 8

I.  Study of Current System 8
II.  Problem and Weakness of Current System 8
III.  Requirement of New System 9

3. Requirement Analysis 10
I.  System Feasibility 10
i.  Economic Feasibility 10
ii.  Technical Feasibility 10
iii.  Operational Feasibility 11
II.  Functional Requirement 12-15
III.  Non-Functional Requirement 16
i.  Hardware Requirement 16
ii.  Software Requirement 16

4. System Design 17
I.  ER Diagram 17
II.  UML Diagram 18-20
III.  Data Flow Diagram (DFD) 21-23

5. Testing 24
I.  Unit Testing 24
II.  Integration Testing 24
III.  White Box Testing 25

6. Conclusion 26

7. Future Work 26

8. References 27

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INTRODUCTION

In various universities including IGNOU, dispatches material required for various

courses after the affirmation are sent to students. The student data is provided including
name, address as well as the course material to be dispatched to the student. Each course
comprises of a set number of booklets, which are by and large pressed together before
dispatch. Booklet Stock is maintained independently, as they are printed independently. On
getting a new request for dispatch, first it is checked if all the course material to be dispatched
to the student is available in stock. Each one of those courses, for which all the booklets of
course are in stock, the material is dispatched instantly. Rest of the information is moved to
pending stack of course pending database. As soon as new stock is printed and delivered, the
inventory stock is updated, the dispatch is made first to the pending cases. Use suitable
information structure/database to make this framework.

OBJECTIVES

The main objective behind this project is to provide a user friendly environment to provide
knowledge and give everyone a chance to learn, irrespective of where they are, provided they
register themselves with the system.

The main features that the system provides can be made use of, once the registered people
select their interested subject and take a starter test. This helps to establish incremental
learning process. After taking this, based on their level of competence, they can take
available tutorials, take online tests and also discuss an issue/topic by posting messages in the
discussion forum. Along with this they can also take real time simulations of the most widely
known competitive exams.

Project on E-learning Management System is to manage the details of Assignment, Student,

TEACHER, QUIZ, QUESTION. It manages all the information about Assignment, CLASS,
QUESTION, Assignment. The project is totally built at administrative end and thus only the
administrator is guaranteed the access. The purpose of the project is to build an application
program to reduce the manual work for managing the Assignment, Student, CLASS,
TEACHER. It tracks all the details about the TEACHER, QUIZ, QUESTION.

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PRELIMINARY SYSTEM ANALYSIS AND PLANNING

The initial analysis for the Online Study Material Management System involves a
meticulous examination of requirements, stakeholders, and project scope. Essential
functionalities, including user registration, course material cataloging, student access, and
content delivery, are identified. Stakeholder engagement extends to both students and
administrators to capture diverse perspectives.

In the planning phase, the project scope is explicitly defined, delineating features,
constraints, and deliverables. A detailed schedule is crafted, covering tasks like system
design, material upload, user testing, and deployment. Resource requirements, budget
estimates, and risk assessments are considered to formulate a pragmatic and achievable
project plan, ensuring seamless management of study materials for college students.

I. Study of current system-

The analysis commences with a thorough examination of existing study material

management systems in educational institutions. This involves scrutinizing platforms used for
content distribution, user access, and administrative controls to identify strengths,
weaknesses, opportunities, and threats in the current landscape.
An essential aspect is the evaluation of technological infrastructure, encompassing learning
management systems, databases, and user authentication mechanisms. Identifying
technological bottlenecks and areas for enhancement sets the groundwork for proposing
improvements in the project.
Furthermore, understanding user behaviour and expectations through surveys or
analytics is paramount. Insights gained from how students and administrators interact with
current systems inform the design and functionality of the proposed Online Study Material
Management System. By addressing existing limitations and aligning with future needs, the
project aspires to deliver a robust system that enhances the overall study material
management experience for college students.

II. Problem and weakness of current system-

The examination of the existing Study Material Management System exposes notable
problems and weaknesses. One key issue resides in the user interface, where suboptimal
intuitiveness may hinder user experience. Inefficiencies in inventory management are
identified as a challenge, potentially causing discrepancies in material availability. Moreover,
there may be security vulnerabilities in payment processes, posing risks to user data.
Rectifying these issues is essential to elevate the system's efficiency, improve user
satisfaction, and fortify security measures in the proposed Online Study Material
Management System.

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III. Requirement of new system-

The new system must provide a seamless user interface, ensuring efficient browsing
and selection of study materials. Backend management capabilities should be robust,
enabling effective inventory control and streamlined order processing. Secure and diverse
payment options are essential, along with real-time tracking for customers. The platform
should be adaptive, accommodating future technological advancements in the educational
landscape. Data security measures must be in place, ensuring the protection of sensitive
student information. Scalability is crucial to handle increasing user volumes, and the
integration of analytics tools is necessary to gain insights into user behaviour for continuous
improvement. The proposed system aims not only to address current shortcomings but also to
anticipate and cater to the evolving needs of college students and the dynamic educational
environment.

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REQUIREMENT ANALYSIS
The Online Study Material Management System necessitates a user-friendly interface
for seamless browsing, secure authentication, and efficient order processing. It should
incorporate an administrative module for inventory management and user account
administration. Furthermore, the system requires AI implementation for personalized
recommendations, mobile application development for accessibility, real-time updates on
material availability, and sustainability measures like eco-friendly packaging. This
comprehensive analysis ensures the system's alignment with user needs and anticipates
advancements in educational technology.

I. SYSTEM FEASIBILITY

i. Economic Feasibility :

 Cost-Effective Technology Choices: The selection of technology

and resources prioritized cost minimization, ensuring an
economically feasible approach.

 Financial Responsibility: The organization commits to covering all

hardware and software expenses associated with the Online Study
Material Management System.

 Resource Management: Stringent resource management practices

are in place to ensure the project stays within budget.

ii. Technical Feasibility :

 Functionality Assessment: Ensured that all system functions

outlined in the Software Requirements Specification (SRS) were
feasible and attainable.

 Performance Evaluation: Conducted assessments to verify that the

system can meet the required performance standards.

 Platform Compatibility: Explored frontend and backend platforms

for compatibility with the system's goals.

 Constraints Analysis: Identified and addressed technical constraints

and challenges that might affect the feasibility of the system.

 Feasibility Assurance: Confirmed the system's overall feasibility

with the chosen technologies.

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iii. Operational Feasibility :

 User-Friendly Interface: The system boasts a user-friendly

graphical user interface (GUI), ensuring accessibility for individuals
with limited technical knowledge.

 Intuitive Input Procedures: Input procedures are designed to be

self-explanatory, requiring minimal guidance from users.

 User Training: Comprehensive training programs are in place to

ensure users are comfortable and confident in utilizing the system.

 High User Satisfaction: Clients express contentment with the

system, noting its ability to reduce their workload and enhance
overall efficiency in the management of study materials.

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The Functional and Non-Functional requirements of our system are-

II. FUNCTIONAL REQUIREMENT

User Management is a fundamental aspect, ensuring that individuals can securely

create accounts with distinct access levels tailored for students and administrators. The
Material Catalogue is designed to offer a comprehensive display of study materials,
intelligently organized by courses and subjects to facilitate easy navigation. Order Processing
functionalities empower users to add materials to a virtual cart, proceed through a secure
checkout, and receive confirmation emails. Effective Inventory Management tools are
essential for administrators to efficiently manage and monitor stock levels, with low-stock
notifications ensuring timely replenishment. The inclusion of a Feedback System allows users
to provide insights on study materials, contributing to continuous improvement, with
administrators having access to a dedicated management system.

III. NON – FUNCTIONAL REQUIREMENT

 Performance: The system must respond promptly and handle simultaneous requests
efficiently.
 Security: Robust measures, including secure storage and encryption, to safeguard user
data and prevent unauthorized access.
 Scalability: Ability to seamlessly expand to accommodate a growing user base and
increasing study material inventory.
 Usability: An intuitive interface, easy navigation, and clear error messages for user
guidance.
 Reliability: 24/7 system availability with minimal downtime for maintenance, coupled
with regular backups for data integrity.

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i. Hardware Requirements:
 RAM: 2 GB (further increase as per the requirement).

 Processor: Intel Pentium and above version.

 Hard Disk: 50 GB and above (further increase as per requirement).

 Input Devices: Mouse and a Keyboard.

ii. Software Requirement:

 Operating System: Windows 7,8,10.

 Database Server: Microsoft SQL Server.

 Web Server: Internet Information Server.

 Front End: HTML, CSS, Bootstrap V5, JavaScript, Ajax.

 Back End: PHP, MySQL.

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SYSTEM DESIGN

I. ER DIAGRAM

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II. UML DIAGRAM

 USE CASE DIAGRAM

A diagram is a visualization of set of elements and the relationships between them.

Use case is a set of scenarios, which defines functionalities of the system from a user’s
perspective. The main components of a use case diagram include actors, use cases and their
relationships. They depict the interaction between actors and system to achieve certain goal.
This, a use case diagram is important in modelling the behaviour of a system.

USE CASE

Fig: Use Case Diagram of Online Study Material Management System

Registration:

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Scenario 1:
 User: The student navigates to the online study material management system's
platform and selects the "Register" option.
 User: Completes the registration form, providing essential personal details such as
name, student ID, and password.
 System: Validates the information, ensuring accuracy and completeness, and
successfully creates a new student account for study material access.

Scenario 2:
 User: If the student leaves any mandatory field in the registration form unfilled.
 System: Prompts the user with a message instructing them to "Enter all required
information" before proceeding with the registration process.

Scenario 3:
 System: If the system detects an invalid format for the student's email or ID during the
registration process.
 System: Displays an error message on the interface, indicating "Invalid Email or
Student ID format. Please correct and try again." This ensures that the entered
information meets the required format for successful registration in the online study
material management system.

Login:
Mainline Sequence
Scenario 1
 User: Clicks on the "Login" button and enters the correct student ID/password.
 System: Validates the credentials and grants access to the online study material
management system.

Scenario 2
 User: Enters incorrect email/password.
 System: Displays "Invalid email or password" message.
Scenario 3
 User: Forgot password.
 System: Offers "Forgot Password" option for recovery.

Accessing Study Materials

Scenario 1:
 Student: Logs into the online study material management system.
 System: Validates student credentials and grants access.
 Student: Navigates to the course catalog, selects a subject, and accesses relevant study
materials.

Proving Feedback
Scenario 1:
 Student: Identifies an issue with a study material and wishes to provide feedback.

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 Student: Uses the system to submit feedback, specifying the course and nature of the
issue.
 System: Records the feedback for review by administrators.

INSTRUCTOR USE CASE

Scenario 1 (Uploading Study Materials):

 Instructor: Logs into the system with instructor credentials.

 System: Validates instructor credentials and provides access.
 Instructor: Uploads new study materials for a specific course.
 System: Updates the catalog, making the materials available to students.

Scenario 2 (Reviewing Student Feedback):

 Instructor: Checks for feedback submitted by students on study materials.

 System: Displays a feedback management interface with details of student comments.
 Instructor: Reviews feedback and takes appropriate action, such as revising materials
or providing clarifications.

ADMIN USE CASE

Scenario 1 (User Account Management):

 Admin: Logs into the system using administrative credentials.

 System: Validates admin credentials and provides access to admin functionalities.
 Admin: Manages user accounts, including adding, modifying, or deactivating accounts
as needed.

Scenario 2 (Monitoring System Health):

 Admin: Monitors the overall system health and performance.

 System: Provides real-time data on system usage, potential issues, and user activity.
 Admin: Takes proactive measures to address any emerging concerns, ensuring smooth
system operation.

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III. DATA FLOW DIAGRAM (DFD)

 Zero (0) Level DFD–

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TESTING
Software testing is a process of running with intent of finding errors in software. Software
testing assures the quality of software and represents final review of other phases of software
like specification, design, code generation etc.

I. Unit Testing :
In the development lifecycle of the Online Study Material Management System,
a rigorous unit testing strategy played a pivotal role in validating the functionality and
reliability of individual modules. This process was seamlessly integrated, running in parallel
with the coding phase to ensure early detection and rectification of potential issues. Key
focus areas included the Shop Products Module, which underwent extensive testing to
confirm the proper handling of product additions to the cart, encompassing quantity updates
and the creation of new items. The Product Description Module was scrutinized for its image
display, user reviews functionality, and real-time updates in the customer review tab.
Rigorous testing of the Cart Details module included ensuring accurate updates to the total
price during edits and examining the system's behavior during cart modifications and page
refreshes. Utilizing Visual Studio 2008, the unit testing framework provided a robust
methodology, enabling the generation of comprehensive test cases. This approach not only
affirmed the correctness and reliability of each module within the Online Study Material
Management System but also contributed to the overall system's resilience and performance.

II. Integration Testing :

Integration testing is a crucial phase in developing the Online Study Material
Management System, focusing on ensuring seamless interactions between different modules.
It validates that individual components work harmoniously together, detecting and resolving
issues that may arise during their integration. This testing phase ensures the overall stability
and reliability of the system.

III. White Box Testing :

White-box testing is a software testing method that evaluates the internal logic,
structure, and code of a program. Also known as clear-box testing, glass-box testing, or
structural testing, it requires an understanding of the internal workings of the software.
Testers design test cases based on the system's architecture, code paths, and internal details.
The objective is to ensure that all statements, branches, and conditions within the code are
exercised, helping identify errors in the program's logic. White-box testing is particularly
effective for verifying the completeness of code and uncovering issues related to control
flow, data flow, and boundary conditions. This method is often used in conjunction with
other testing approaches, such as black-box testing, to achieve comprehensive test coverage
in software development.

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CONCLUSION

In conclusion, online student study materials have revolutionized the way students
access and engage with educational content. By providing 24/7 accessibility, cost-effective
solutions, and personalized learning experiences, these systems empower students to take
control of their education and enhance their understanding of course materials. The
interactivity, collaboration features, and realtime updates foster a dynamic learning
environment that adapts to individual needs. Furthermore, the environmental sustainability
and global reach of online study materials contribute to a more inclusive and environmentally
conscious educational landscape. Overall, online student study materials represent a
significant advancement in education, offering a wealth of benefits for both students and
educational institutions

FUTURE WORK

Future work for the Online Study Material Management System may involve
implementing advanced recommendation systems using AI, introducing collaborative
features like discussion forums, enhancing analytics for better insights, developing a
dedicated mobile application, incorporating gamification elements, integrating with Learning
Management Systems, improving accessibility features, ensuring continuous security audits,
expanding the content repository, and establishing a robust user feedback mechanism. These
enhancements aim to provide a more personalized, engaging, and secure learning experience
for students while optimizing system functionality and accessibility.

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REFERENCES

 http://www.w3school.com
 www.php.net
 PHP and MySQL for Dummies by Janet Valade
 Fundamentals of Database Systems by Ramez Elmasri, S.Navathe

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